Department Coordinator

Company: LSU HSC
Location: New Orleans
Posted on: March 18, 2023

Job Description:

Position Summary: Under the general supervision of the business manager, incumbent will provide professional level administrative support for business operations of the Department, including day-to-day management of supply chain and accounts payable functions, Foundation expenditures, and equipment/inventory. Incumbent will also coordinate and support the faculty promotion and faculty annual review processes. Incumbent is responsible for adhering to all relevant rules, regulations and procedures while driving efficiencies and maximizing resources in support of the Department, SOM, and LSUHSC's mission. All duties will be accomplished with a high degree of independence, timeliness, confidentiality and initiative.

Additional Position Information: Perform administrative processes and assist the Business Manager in the management of day-to- day department operations related to supply chain and accounts payable activities to include, but not be limited to: purchasing, to include pcard purchases and the review/allocation of charges, and manage purchase orders and review/approve invoices; Buy-U transactions; direct pay requests; departmental prior approvals; and travel, to include preparation of priors, coordination of travel arrangements, and vouchers. Coordinate and oversee the administrative process for faculty promotions within the Department, including but not limited to: provide support to faculty to ensure the accurate and timely submission of packets; review all promotion materials as they are turned in, editing for accuracy and formatting; serve as liaison to the Dean's Office to provide requested information about promotion candidates; communicate on behalf of the Department Head with recommenders writing letters in support of promotion candidates; communicate as needed with other departments to ensure that appropriate paperwork is completed for faculty members with joint appointments; coordinate meetings of the Department Promotion Committee. Working closely with the Department Head, coordinate the annual faculty review process. Coordination of activities related to ADACE, this includes the ADACE seminar series; responsible for the coordination and management of all logistics involved, including preparation and execution of professional service contracts as appropriate. Provide support for ADACE retreats, work with the organizing committee to secure location, create program, communicate with speakers regarding schedule and logistics for visit (virtual or in person). Responsible for the coordination of any other departmental seminars, including preparation of flyers, distribution of announcements, support during seminar (virtual or in person), oversight of itinerary for visiting speakers. Coordination of events and programs in the department. Support invited speaker travel, logistics of visits, and reimbursement of expenses. Responsible for handling LSUHSC Foundation requests; at the direction of the business manager, prepare reports on Foundation expenditures and balances. Coordinate department inventory control and serve as Property Custodian for all equipment in the Department. Prepare and manage all service/maintenance contracts for departmental equipment; handle routine maintenance requests, work orders, and coordinate safety procedures. Maintain a database for all equipment to be transferred for surplus or transferred to different departments. Maintain space analysis and update as needed. Serve as liaison for any facilities related requests (renovations, removal of equipment, etc.). Responsible for front office operations including mail sorting, office supplies, copier/printer status. Serve as a resource to faculty with the necessary assistance and advice needed to operate within the applicable Federal, State and University rules, regulations, and guidelines. Manage the Department Head's calendar. Prepare, review, and/or edit correspondence as requested by the Department Head or business manager. Serve as a liaison between the department, School and other University offices on appropriate administrative matters within the purview of this position.

Required Education: Bachelor's Minimum 2 years work experience required Master's degree can substitute for two years of work experience
Preferred Education: Bachelor's
Preferred: 2 years of relevant, professional level experience
LSU Health New Orleans is committed to leveraging diversity as an educational resource and an institutional core value. We seek candidates who will contribute to a climate where students, faculty, and staff of all identities and backgrounds have equitable access and success opportunities. As an equal opportunity, affirmative action employer, we welcome all to apply without regard to race, color, religion, age, sex, national origin, physical or mental disability, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
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Keywords: LSU HSC, New Orleans , Department Coordinator, Professions , New Orleans, Louisiana